Administration Assistant

Job Description

Job Description

Reporting directly to the Owner and General Manager of the company, the Assistant position supports the Management of the company by performing administrative tasks, maintaining an effective and well-organized office and mainly assisting the Owner’s personal and family matters. The Assistant will be expected to help create a sense of order and good humor in a fast-paced work environment that requires good judgment, quick learning, strong attention to detail, and the ability to prioritize.

Excellent bilingual verbal and written communication skills are a must.

The successful candidate will be those who identify with these traits and aptitudes:

• Driven by caring for others and helping them succeed
• Take initiative, but also ask questions when you hit a roadblock
• A great communicator who believes in continuous updates and reports
• Trustworthy and can be counted on to safeguard confidentiality, discretion is key
• Balanced and not easily overwhelmed with competing demands
• Resourceful and a quick learner
• Adept at coordinating multiple efforts simultaneously
• Delight in anticipating needs
• Coachable – welcome and able to receive feedback with ease
• Always looking for ways to make improvements
• Great at time management

Responsibilities:

• Perform basic office administrative duties such as greeting and welcoming guests, receiving and distributing mails, answering calls and taking messages, scanning, copying, and filing documents and keeping the office environment clean and functioning.
• Perform basic property management repair/maintenance duties for owner’s family properties such as researching vendors, making appointments, supervise the vendor visits, and complete payments.
• Perform basic bookkeeping, bill management and financial reporting for the owner’s properties
• Perform basic personal assistance duties such researching and managing household projects and maintenance (coordinating vendors), maintain and follow household manual, calendar and filing system, schedule and monitor Owner and family’s business and personal travels, schedule and plan for family and school activities, run errands assigned by Owner
• Ensure the Owner is prepared, informed, and on time for appointments, including making all necessary reservations and/or travel arrangements.
• Basic bookkeeping/tracking for Owner and family’s personal account and expenses that are assigned, making sure utilities, insurances and other regular invoices and bills are paid, records are filed, and safeguard any of sensitive or private financial and personal information.
• Schedule Owner’s personal appointments and company meetings, take comprehensive meeting minutes, schedule the meeting space and any technology needs, assist in creation of meeting materials, and make all office food and beverage arrangements.
• Perform verbal and written translation for the Owner as needed.
• Support other non-English speaking managers in day-to-day tasks assigned by the Owner

Qualifications:

• Bachelor's Degree required
• 3+ years of working experience required
• Extreme discretion and confidentiality required
• Bilingual (English & Mandarin): read, write, type, and speak fluently
• Washington State Driver’s License and a good working vehicle
• Good understanding of Mac OS, Dropbox, Adobe, and Microsoft Office, Google Suite and basic technology; tech savvy and able to pick up new technology
• Highly organized and efficient, ability to multitask and achieve high-quality results under tight deadlines and changing work priorities
• Able to work independently and take initiative, be self-directed and self-motivated
• Easy to reach and responsive during normal business hours, have occasional after-hour/weekend availability upon notice
• Ability to maintain confidentiality and discretion.
• Previous working experience in property management/ accounting preferred

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Language:

• Mandarin (Required)
• English

License/Certification:

• Driver's License (Required)